If you need to submit a Canadian document to a foreign government, school, employer or court, the receiving organization will often want proof that the document is authentic. For many countries, that proof is an apostille.
Since Canada joined the Hague Apostille Convention (in force for Canada since January 2024), the older multi-step “authentication and legalization” process has been replaced, for documents going to other member countries, by a single apostille certificate.
Because many documents must be notarized in person before they can be apostilled, Crown Seal Notary offers in-office and mobile notary appointments across Hamilton and the Greater Toronto Area (GTA). We can meet you at your home or office to notarize your documents and prepare certified true copies.
Please note: Crown Seal Notary is an independent notary public, not a government agency. Apostilles are issued only by the competent authorities: Official Documents Services (ODS) for Ontario documents and Global Affairs Canada (GAC) for federal documents. We do not issue apostilles.
WHAT IS AN APOSTILLE?
An apostille is an official certificate issued by a competent authority and attached to your Canadian document. It does not confirm what the document says, but it certifies:
- The authenticity of the signature on the document.
- The capacity in which the person who signed or notarized it acted.
- The identity of the seal or stamp on the document, where there is one.
Without an apostille, authorities in other member countries may not accept your Canadian document. Countries that are not part of the Convention may still require embassy legalization.
COMMON CANADIAN DOCUMENTS THAT CAN BE APOSTILLED
VITAL STATISTICS CERTIFICATES
Birth, marriage, death and change-of-name certificates issued by Ontario can usually be apostilled by ODS without prior notarization, as long as they are original, undamaged, not laminated and bear an official signature.
- Birth & Marriage Certificates
- Death & Change of Name Certificates
Commonly needed for: international marriages, citizenship or residency files abroad, and overseas estate matters.
EDUCATIONAL RECORDS
International employers and universities often ask for apostilled academic credentials. To protect your originals, our notary can review the original documents and prepare certified true copies for the apostille process.
- University Degrees and College Diplomas
- Academic Transcripts and Report Cards
- Professional Licences & Teaching Certificates
RCMP CRIMINAL RECORD CHECKS
Foreign authorities often ask for a criminal record check for work or residency files. A certified criminal record check issued by the RCMP after a fingerprint submission is a federal document, which is apostilled by Global Affairs Canada. Note: Local police checks (such as those from Hamilton or Toronto police services) must be notarized by a notary public before they can be apostilled in Ontario.
CORPORATE & COMMERCIAL DOCUMENTS
Ontario businesses expanding abroad, opening foreign bank accounts or signing international agreements often need apostilled corporate records, such as:
- Articles of Incorporation & Amalgamation
- Certificates of Status
- Corporate Resolutions & Powers of Attorney
- Commercial Invoices & Shareholder Agreements
DOCUMENTS THAT STRICTLY REQUIRE NOTARIZATION FIRST
Private documents, many corporate records and copies of identification cannot be apostilled as they are. They must first be signed and sealed by a notary public, so that the apostille can certify the notary’s signature. Crown Seal Notary provides the notarization needed for:
Identification Documents: Certified copies of passports, driver’s licences and Permanent Resident (PR) Cards.
Private Legal Documents: Single status declarations, powers of attorney for use abroad, real estate documents and commercial contracts.
Translated Documents: Affidavits of translation, in which a translator swears that a translation into or from English or French is accurate.
DOCUMENTS THAT CANNOT BE APOSTILLED IN CANADA
Canadian apostille authorities can only authenticate certain documents. The following will not be accepted:
Foreign-Issued Documents: A birth certificate issued in the UK, US or India cannot receive a Canadian apostille. It must be authenticated by the authorities of the country that issued it.
Laminated Documents: Because the apostille must be attached to the document, laminated documents are not accepted.
Uncertified Photocopies: Plain photocopies and printouts of documents are not accepted. A notary public must first certify them as true copies.
NAVIGATING INTERNATIONAL PAPERS? Book an In-Office or Mobile Appointment
Don’t risk shipping delays, foreign rejections or costly errors on your international files. Let Crown Seal Notary handle the notarization step carefully. Visit our Hamilton office, or we can come to you across Hamilton, Burlington, Oakville, Mississauga and the GTA, to prepare certified true copies and notarize your documents in person.
Ready to prepare your international documents?
Book an In-Office or Mobile Appointment Online
Pre-Appointment Reminder: Check with the foreign authority or embassy requesting your paperwork whether they need original documents or notarized certified true copies. Do not sign any documents until you are with the notary.
